GMLLEN believes that the responsible handling of personal and health information is a key aspect of governance and is strongly committed to protecting an individual's right to privacy.
This Policy applies to both personal and health information held by GMLLEN. Personal Information means information or an opinion, whether true or not, and however recorded in any form, about an individual whose identity is apparent, or can reasonably be ascertained, from the information or opinion. For example, GMLLEN holds personal information about its staff (e.g. addresses) in order to carry out its functions. It may also request personal information in order to provide services e.g. superannuation.
Health Information is broadly defined to include information or an opinion about the physical, mental or psychological health of an individual, a disability, an individual's expressed wishes for future provision of health services or any health service provided to an individual, or other information collected to provide or in providing a health service. For example, GMLLEN holds health information on its staff for personnel administration purposes.
Some personal information may also be “sensitive information” as defined in the Privacy Act. Sensitive information includes information like an individual's racial or ethnic origin, political views, religious beliefs, sexual preferences, and membership of groups or criminal record.
4. What information will be collected?
GMLLEN will only collect personal and health information that is necessary for its functions and activities and in doing so will use lawful and fair means. GMLLEN will only collect sensitive information where consent has been given or otherwise as permitted by law. If it is reasonable and practicable to do so, GMLLEN will collect personal and health information direct from the individual. When doing so, GMLLEN will inform the individual of the purpose/s for which the information is collected. If GMLLEN collects personal and health information about an individual from someone else, it will take reasonable steps to make the individual aware of these matters. Individuals will have the option of not identifying themselves when supplying information or entering into transactions with GMLLEN wherever it is lawful and practicable.
5. How will the information be used?
GMLLEN will only use or disclose personal and health information for the purpose for which it was collected. GMLLEN staff will treat personal and health information confidentially. If GMLLEN needs to share information for any other purpose than for which it was collected, agreement will be sought before doing so (unless otherwise required by law).
6. How will information remain secure?
GMLLEN will maintain secure systems for storing personal and health information. GMLLEN will also maintain operational policies and procedures to protect personal and health information from misuse and loss and from unauthorized modification or disclosure. GMLLEN will destroy or de-identify personal and health information if it is no longer needed for any purpose or as required by law.
7. Individuals’ rights
Individuals have a right to seek access to their personal and health information and make corrections. Access and correction will be handled under the Victorian Freedom of Information Act. Some limits may apply where particular circumstances prevent GMLLEN from releasing information. If any limits apply this will be explained.
If personal and health information is inaccurate, incomplete, misleading or out of date, the individual may request GMLLEN to correct this information.
Personal and health information cannot be removed from records, but a correcting statement may be added.
GMLLEN does contract out some of its functions to third party contractors. All third party contractors will be required to comply with the Acts in all respects.
8. How are complaints handled?
Complaints in relation to privacy and confidentiality will be handled by the EO. Complaints will be investigated and a written response will be provided as soon as possible (but no later than 45 days). If an individual is not satisfied with the way in which GMLLEN handles information or deals with a complaint, a formal complaint can be made to the relevant Commissioner.
Victorian Privacy Commissioner:
(03) 8619 8719
Victorian Health Services Commissioner:
(03) 8601 5200
[Last review: June 2019. Next review: June 2022]